SHIRE OF AUGUSTA MARGARET RIVER ORDINARY COUNCIL MEETING 13 APRIL 2015

11.4 CORPORATE AND COMMUNITY SERVICES 11.4.2 SRAC MINUTES AND ATTACHMENTS

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Sports and Recreation Advisory Committee Meeting

Minutes

For the meeting held Wednesday 1 April 2015

in the Mainbreak Shire Civic Centre

Wallcliffe Road Margaret River

Commencing at 7.00pm

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Notice of Meeting

Please be advised that a meeting of the Augusta Margaret River Sport and Recreation Advisory Committee will be held on 3 June 2015 in Mainbreak Meeting Room, Shire Civic Centre, Margaret River commencing at 7.00pm This meeting is open to members of the public. If you are unable to attend the meeting, please contact Hannah Waters, Personal Assistant Corporate and Community Services. Contact Number: 9780 5638 Email Address: hwaters@amrshire.wa.gov.au

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TABLE OF CONTENTS AGENDA SUBJECT LISTING Notice of Meeting Order of Business (Table of contents) 1.0 Declaration of opening

2.0 Attendance / Apologies / Non-attendance

2.0 Attendance 2.1 Apologies 2.2 Non-attendance

3.0 Question time for the public

4.0 Disclosure of members’ interests

5.0 Confirmation of minutes of previous meeting 5.1 Sports and Recreation Advisory Committee Minutes: 4 February 2015

6.0 Matters arising from previous minutes

6.1 Live Action List

7 Reports from Shire Officers and Delegates 7.1 Recreation Centre Operation Update – Dylan Brown

8.0 General Business

8.1 Cancellation of Augusta Community Recreation Centre Action Group’s SRAC membership

8.2 Request from Margaret River Junior Cricket Club for additional wicket/s 8.3 Update on the Margaret River Men’s Shed – Johan Louw 8.4 Updates from clubs

9.0 Matters for which the meeting may be closed (Confidential Items)

10.0 Closure of meeting

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1.0 Declaration of opening The Chairperson opened the meeting at 7.00pm. Standing orders were suspended so that agenda item 8.3 could be moved up the agenda for discussion. 8.3 Update on the Margaret River Men’s Shed – Johan Louw

A map of Gloucester Park was displayed on the projector. Please see attachment 8.3.1.

Following previous SRAC meetings investigations into alternative sites for the placement of the Men’s Shed have been undertaken. Five sites have been identified within Gloucester Park and are marked on the map 1 – 5. Representatives from the Men’s Shed have been walked through all of the proposed sites. Site 1 This area is undulating contains rubble and had drainage issues. The cost to develop this site would be prohibitive. Representatives from the Men’s Shed do not consider this a suitable site. Site 2 This is a prime area and would fit the footprint near the entrance. The Bowling Club raised concerns about the land and after an additional assessment this has been deemed an unsuitable site. Site 3 The footprint is too small and if in the event it was utilised, it would encroach on Junior Athletics. Sites 4 and 5 These two sites used in conjunction with each other and the existing screening would make this the preferred site. To utilise this site the Men’s Shed would need to change their proposed footprint however it allows room to expand and they seem to be quite flexible with the arrangement of buildings. Access through the area will need to be maintained and the existing gate will remain shut. The only real issue with this location would be the removal of some vegetation no significant trees though. This location provides three entry roads and alternative access. Directional signage would be installed. There may be some drainage issues to be looked as the property 2324 marked on the map gets flooded. It was noted that the site is quite long and an initial build could be commenced without being impacted by the existing water tower or potential drainage issues. The committee discussed the preferred site. Parking would be split between sites 4 & 5 and in the future an area near site 3 to be made into additional parking in the future plan. Fred Yates commented that the water tank in this location is due to be decommissioned within the next 6 months. The electrical cabinet would remain for the time being.

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Colin Clark advised the committee that the Tennis Club would need to discuss this proposal. Johan noted that in principle support from the committee is all that would be required at this stage as a permit and advertising would be required prior to building commencing. A committee member asked if the vacant land near the Montessori school would be a suitable site. Johan advised the committee due to the existing vegetation that would need to be cleared and the Men’s Shed previous reluctance to locate near this area it would not be a suitable site. The above information will be forwarded onto the Men’s Shed. Standing orders were reinstated at 7.13pm.

1 Attendance / Apologies / Non-attendance 2.1 Attendance Committee Members

Fred Yates : Augusta Margaret River Football Club Leith Bussell : Margaret River Bowling Club Michael Earl : Hawks Cricket Club Colin Clark : Margaret River Tennis Club Martin Keen : Margaret River Senior High School Mark Heyink : Margaret River Gropers Rugby Club Penny Lee : Margaret River Districts Horseman’s Association

and Pony Club Danielle Parish : Margaret River Roller Derby Phil Beb : Arts Margaret River Tracey King : Margaret River Hockey Club Incorporated Brian Warbey : Chairperson/Margaret River and Districts Agricultural Society Kara Beecham : Margaret River Netball Association Jim Ross : Margaret River Recreational Surfers and Board Riders Clive Slater : Football Margaret River Jeff Bevan : Deputy Chairperson/Margaret River Junior

Football Jayne Towndrow : Margaret River Basketball Association 7.09pm

Council Staff Members Dylan Brown : Recreation Operations Manager (ROM) Hannah Waters : Personal Assistant Corporate and Community Services -

Minutes Shane Bacskai : Supervisor Parks and Gardens

Johan Louw : Director Infrastructure Services

Observers Mark Sheath : Margaret River Gropers Rugby Club David McInerney : Hawks Cricket Club

2.2 Apologies Gary Gibbon : Margaret River Underwater Hockey Club Inc Ian Earl : Councillor Jeanette Smith : Margaret River Little Athletics Paul Creaney : Margaret River Karate Neil Mattinson : Football Margaret River

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Kylie Kennaugh : Councillor Annie Riordan : Director Corporate and Community Services (DCCS)

2.3 Non Attendance Nil

3.0 Question time for the public Nil

4.0 Disclosure of members’ interest Nil

5.0 Confirmation of minutes of previous meeting 5.1 Sports and Recreation Advisory Committee Minutes: 4 February 2015

RECOMMENDATION That the minutes of the Sports and Recreation Advisory Committee Meeting held 4 February 2015 be confirmed as a true and correct record of the meeting. Moved: Fred Yates Seconded: Martin Keen Carried: All

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6.0 Matters arising from previous minutes

6.1 Live Action List 121 June 2012 Leaking roof at Karate Club – possibility of funding for tiles to come off and be re-tinned. Dylan to

look into funding and advise Jo Smith to meet with Paul to discuss. 6/2/13 Paul has spoken with David Gunn who is speaking to the relevant contractors 21/3/13 Mid-year budget review has secured funding for completion Jo smith and Dave Gunn to complete 10/05/2013 roof restoration completed replaced broken tiles sealed and repainted, all gutters replaced and down pipes 5/6/13 New roof is on, but there are still leaks. Dylan to liaise between Paul Creaney and David Gunn to rectify 7/8/13 David and Jo are still to meet with Paul Creaney to discuss issues 2/10/13 David, Paul and Dylan met about 2 weeks ago. A roofing contractor will be looking at it to see what needs to be done. Roof appears to be more damaged than originally thought. 4/10/13 Two roofers have been down to have a look at it, there is a lot more work involved. 5/2/14 Chris Morwitzer from AMR Roofing will be looking at roof. 4/6/14 Dave Gunn and Chris Morwitzer will have meet with a carpenter at club tomorrow. Following inspection a decision will be made on action to be taken following the meeting. 6/8/14 Dave Gunn will be taking over the project. 4/2/15 Going to mid-year budget review. Dave Gunn getting quotes now. 1/4/15 Contract awarded and works to start next week looking to finish by end of April.

Dylan Brown On-going

125 Oct 12 Camping on Gloucester Park Oval - Looking at drawing up a policy for council relating to camping on Gloucester Park. Need to determine what are the requirements and necessity of each user group ALL Ongoing

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of Gloucester Park in terms of camping on the park throughout the year for various events, so these can be covered within the policy. Clubs to discuss with their committees and report back at the following SRAC meeting. Other things to be considered are ablutions, charges, etc. 6/2/13 Upcoming events include Rugby Carnival and a Soccer Carnival who may need to utilise camping options. Dylan has been in discussions with Alison – Manager of Environmental Health to determine the necessary health and other requirements should camping be allowed. FY – If such groups are coming into town, we should be able to accommodate them in some way, especially if they are going to provide the necessary ablutions etc. AS – Traditionally it occurs within country towns. Working through with Environmental Health with some further ideas Any plans to extend the camping options would be to ensure the ablution block is connected to main sewage, is currently on sewage tanks. 2/10 Met with environmental health a few times and looking at the smaller instances, i.e. The Show, and then Horses and finally Rugby and other sporting carnivals. Looking at what other shires are doing to determine what the Shire needs to implement 5/2/14 Carnivals have been accepted with camping permits. Over 1500 people in town for events and the caravan parks are close to capacity so camping on the oval may be required. Health will provide requirements for camping to approved events. ROM to continue working with Health. 6/4/14 Discussions occurring at all levels. To remain ongoing for now. 4/2/15 Looking on a needs basis. Expecting 1100 total for event Rugby 7’s. 1/4/15 Permit related.

141 5 February 2014

Following confirmation from the committee that the internal roads for Gloucester Park will remain private, they have requested that the roads be sign posted with approved names. Committee further advised that in the original precinct plan, an internal map was going to be displayed to assist visitors with orientation within the precinct. ROM to liaise with Technical Officer Assets and Administration in relation to having the roads sign posted. 4/6/14 ROM discussed with Technical Officer Administration and Assets (TOAA). TOAA will forward some options for ROM to discuss with subcommittee. Subcommittee to decide what option to progress. 6/8/14 Will be finalised while ROM is on leave in the next month.

Dylan Brown

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3/12/14 Johan to follow up – approvals pending from Landgate? 4/2/15 Met with Infrastructure and Landgate. Mock-up designed gone to working group. Looking at having signs up in the next couple of weeks. Wording for base of sign to be confirmed. 1/4/15 Sign writer to provide proof.

142 5 February 2014

ROM to follow up with DCCS in relation to types of suitable signage for sporting clubs and events, appropriate placement of signage and determining if there are any available funds in the budget for such a project. 6/8/14 No funds in the budget for 2014-15. 4/2/15 No funds put forward.

Dylan Brown Ongoing

148 4 June 2014 Cross over and wall to be discussed between the Karate Club and Shire officers next week. 6/8/14 Director Infrastructure Services has met with the club. 4/2/15 Ongoing. 1/4/15 Resolved can be removed

Karate Club & Shire officers Complete

154 4 February 2015

Minute Secretary and DCCS to discuss possible changes to the Interest Free Loan procedures to include the following:

• If a sporting group apply and are successful for an interest free loan they are required to become a member of the SRAC (or attend, if membership is full) meetings for a minimum of 12 months.

• If they drop out of the committee prior to honouring the required attendance then they are to:

o Return the unused portion of the loan o Required to pay interest

Outcome of discussion: The procedure for the Interest Free Loans is applicable to all community groups who fit the eligibility criteria and it would be unequitable to apply different criteria to sporting groups to other community organisations.

Hannah Waters Complete

155 4 February 2015

Minute Secretary to write a letter to Soccer about measures to they will put in place to ensure future line markings are not done without permission and don’t impact/interfere with other sporting tournaments.

Hannah Waters Complete

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156 1 April 2015 Investigation and requested trial of hard wicket cover/s: Cricket Club (and other affected clubs if desired) to research existing grounds and users of similar product and provide feedback at the next meeting and hold discussions with user groups that will be affected should the trial go ahead. (Information presented based on Surfacing Solutions. Gecko Pitch Covers).

Hawks Cricket Club

157 1 April 2015 All clubs to provide Junior and Senior participation (growth figures) for last 5 years to the Minute Secretary for collation prior to the next meeting.

All SRAC members

158 1 April 2015 Minute Secretary to provide a list of funding/grants/sponsorships that can be accessed by sporting groups.

Hannah Waters

159 1 April 2015 SRAC members to discuss Sportsman’s Ball or Fun day with clubs. All SRAC members

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7.0 Reports from Shire Officers and Delegates 7.1 Recreation Centre Operation Update

Upcoming Programs & Operations

Refurbishment • A new front path for the centre will be put in over the Easter long weekend to

replace the old cracked path • Staff are extremely excited that installation of the new roof has started and not

having another winter with rain on the courts

Aquatic Centre • Swimming Women have had a very successful term • In term swimming lessons have been taking place 5 days per week • MRSHS - School carnival • Please refer to the Recreation Centre website to check on lane availability

Augusta Recreation and Civic Centre • Area still cordoned off due to wall damage. Shire staff investigating long term

options • Money has been approved in the mid-year budget review to renovate the wall at

the Augusta Recreation Centre

Child Care • Successful summer school holidays, averaging 44 children per day, with 3 high

support needs attending the service on a regular basis. Well behaved children with no serious incidents to report

• Nature play development is currently underway at the centre

Fitness Centre • New fitness equipment soon to arrive for both centres • Some maintenance of the centre including LED lighting to occur • Currently reviewing Fitness Timetable as we head into winter months, with

possible reduction of weekly classes

Gloucester Park • Booking forms are requested from all clubs as soon as possible • New fencing around the oval has been installed and looks great. There are 3

access points for events and emergency vehicles. The Football club are going to replace signage on the fence over coming weeks

• The Rugby and Football Margaret River carnivals held in February were a success with well over 500 sports people participating over the two codes of football

• In future the Rugby carnival will be moved to Busselton due to the grounds

Sports Stadium • The Basketball season has finished and we are staring the transition to Netball

Beach • Season will be completed on ANZAC day • No major instances this year that staff have been involved in • Sad loss of local windsurfer • Numbers indicate that well over 120,000 people visited the beach in 5 months

Note: Re-roofing is currently underway at the Recreation Centre only. Some tin will be salvaged for the poultry shed and the rest will be salvaged by the tender company. The replacement is expected to take 12 days and we hope to have the courts available the second week of term with training starting19-20th April.

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8.0 General Business

8.1 Cancellation of Augusta Community Recreation Centre Action Group’s SRAC membership

At the SRAC meeting held on the 6 June 2014 Sarah Wilson advised in writing that due to business and family commitments she needed to resign from her position as the Augusta representative and that a replacement was being sought. A notice of motion was given to the group advising that their status as a member will be considered and voted upon at the next meeting. To date a replacement has still not been found.

RECOMMENDATION That the Augusta Community Recreation Centre Action Group’s membership of the Sports and Recreation Advisory Committee be cancelled as a delegate has not attended a meeting since June 2014. Moved: Fred Yates Seconded: Jeff Bevan Carried: Carried

8.2 Request from Margaret River Junior Cricket Club for additional wicket/s – David McInerney & Michael Earl In 2010 a request for additional cricket wicket/s was raised by the Cricket Club and discussed by the committee. Since then the Cricket Club continued to grow and next year may have 6-7 junior teams. Due to the expansion of the High School and Primary School, two hard wickets previously used by junior cricket have been lost. With access to only one hard wicket this presents serious issues with being able to provide facilities for kids to participate in junior cricket now and into the future. There is one wicket in Cowaramup and one in Augusta. The pitch in Augusta has had sand cover pushed off the sides and is now not safe. Discussions about the possibility of installing a hard wicket in Nippers Oval have been held with the Rugby Club, with the Rugby Club not in favour due to safety issues. The Cricket Club have commenced investigations into a roll on cover to go over the hard wicket of a multiuse ground which that meets sporting safety standards. Designed to act like turf the top layer of the cover is made silica sand and a rubber crumb and sits flush with existing turf. There is a weight limit for the product to remain within safety standards. Based on initial information gathered, the unit would cost around $10,000 and take about an hour to roll on. A storage area would need to be found if purchased. Product information gathered from Surfacing Solutions. Gecko Pitch Covers. Enquiries have been sent to WA companies to find out what products they can provide and to get an idea of costs. 7.31pm Johan departed the meeting.

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As a whole the committee would like further information on product/s prior to giving support to go ahead with purchasing and trailing. Martin Keen suggested that a trial be undertaken on the existing concrete pitch. The area is already utilised by junior teams who would be under the 75kg weight limit. This would be a good test area to get an idea of suitability. It was also suggested that the Cricket Club contact other clubs utilising this or similar products to get an understanding of how effective the cover is and how the different sporting codes work together. Action Item: Cricket Club (and other affected clubs if desired) to research existing grounds and users of similar product and provide feedback at the next meeting and hold discussions with user groups that will be affected should the trial go ahead. Other discussion points A CSRFF grant in the next 2-3 years will be looked at to develop the lower Western Oval into a playing surface. The dog practise area is earmarked for development as a sporting rectangle for junior fields. As the cricket pitches at the schools can no longer be utilised due to additional buildings, perhaps the pitches can be removed and alternate sports placed there. No specific sporting facility has been designated to Brookfield at this point in time. Note: Beatty Park Reserve in the Town of Vincent may be able to provide some information about similar product. 8.3 Update on the Margaret River Mens Shed This item was moved up the agenda 8.4 Updates from clubs

8.4.1 Football Margaret River

• Season kicks off Sunday week • Reasonable numbers • Juniors up 10% • 15 or 16 teams • Excellent carnival about 1500 participants

8.4.2 Margaret River Recreational Surfers and Board Riders

• Not much to report • There was a State Juniors competition held on the weekend • They didn’t have a prmit although they said they did and required exclusive use

Jim Ross left the meeting at 7.52pm 8.4.3 Margaret River Districts Horseman’s Association and Pony Club

• We have held 3 competitions already this year • Enrolments have show a 25% increase

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8.4.4 Margaret River Netball Association • There are 6 junior sides • We are having a major issue with fees due to association

fees. Only $5 out of $200 go to the club. Without the affiliation with the association/s the kids are not able to access carnival participation with limits development

• We had complaints on Facebook until we could advise why fees were so high • Thank god for Kidsport and access it provides for families • There is a lack of sponsorship in sport

The committee discussed increasing junior participation, requirement of association fees and how they take most if not all of the clubs registration fees. An additional issue is insurance and coaching costs. Coaches of some sports are required to pay for their own insurance as the club doesn’t have any funds left over from registration fees to cover it. Karate covers cost by keeping registration fees low and charging a small training fee each session.

8.4.5 Hawks Cricket Club

• Junior cricket is expanding • Regional finals in Northam is the stepping stone to junior state selection we had 14 out of the 22 strong team • 6-8 juniors went to play senior cricket • Seniors we lost 9 of best 11 from last year • Lost 20 people from club • Gained 30 new members • We have new people coming in next year • Note to Shane: The bush area to the west of the nets is dangerous. You can’t see the ball. Can some trees be chopped down? There has been a lot of back and forth between the Shire and the Fire Brigades. The patch of bush is a fire hazard can it be burnt this year? • Bret Robbins memorial a couple of days spent in Perth. Tour of WACA, team chat in huddle and training at NSW shield game • South West Mudfest is on again at Bootleg Brewery and will be held on the 4 July this is a fundraiser for footy and cricket

8.4.6 Augusta Margaret River Football Club

• Footy season commence Saturday fortnight with a twilight game Busselton • Club is getting pressure from the SW league in regards to fencing/pedestrian entry. Is there anything the Shire can do for fence?

Response from Dylan: $15,000 was spent last year on skate park fence. The next section will be this building to ticket box.

• Question the value of bitumen work recently done. Note: this was discussed at the previous meeting. Quick fix to reduce dust for ag show while equipment is in for major repairs.

8.4.7 Margaret River Bowling Club

• Summer season closing now • Success in Division 2 • Champ of Champs comp played on the weekend and we got champion club • Everything going well • AGM coming up

8.4.8 Arts Margaret River

• Cultural Centre fly tower just completed • Shows and events to impact on parking:

o 28 May - Melbourne International Comedy Festival 53

o Readers and Writers Festival – expecting lots of traffic • Get in touch with us and we can discuss potential impacts

8.4.9 Margaret River Gropers Rugby Club

• 7’s tournament was a successful weekend • Tournament now moving to Busselton – facilities at end of jetty 4 ovals together • Season has begun and training started • Gearing up for senior season 25 April • Season proper 2 May SW combined team taking on

invitational teams over 4 rounds • Western Force development round 6-7 June • First game 8 June • September end of season

8.4.10 Margaret River Senior High School

• Building drainage works have been completed • Lost a little space • Lots of whispers about new gym • New facilities out there • Sports day tomorrow

8.4.11 Margaret River Karate

• Paul wanted to pass on thanks to Dylan for roof solution - winner of contract to complete works by end of April • Margaret River competion coming up in May • Junior class going strong • Adult classes 6.15pm Tuesday and Thursday • 14 Oct – 24 Oct International championships in Japan – 8 competitors costing around $2,000 to $ 2,500 per person to compete

8.4.12 Margaret River Junior Football

• Kick off 2 May • All juniors have started training • 14, 15, 16 & 17 side Tuesday and Thursday • Under 13s Monday and Wednesday • About to get fixtures from SW foot league • Big numbers in Auskick (120) causing a clash with under 9’s • Forcing under 9’s to Nippers Oval • Everything is good

8.4.13 Margaret River Basketball

• Sorry for running a little late • Finished season last week with grand finals • Huge turnout • Big turnaround on committee outgoing long term members • Brad Mitchell – President will be coming to future meetings • Some positions are still available • Country championships this week in Perth • All played well – 4 all stars out of teams

8.4.14 Margaret River Roller Derby

• 20km skate this weekend in Perth - Skate along the coast. Hillarys to Mindarie • Gnarabar won the sponsorship lottery so we will be called the Gnarabar’s Cab Savs for next 12 months • First bout 2 May vs Bunbury

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8.4.15 Parks and Gardens

• Caught up after Xmas break • Increase in use on grounds week round • We will start booking out ovals to complete works due to usage to make fields as strong as possible

The committee members commented on how fantastic the grounds are looking.

8.4.16 Margaret River Tennis Club • Coming to end of season • Club championship last weekend • Looking good Tour Pro for next year – it has been put back to February • Looking for another major sponsor • Hats off to Roller Derby the sponsorship lotto was a great idea, congratulations

8.4.17 Margaret River Hockey Club Inc

• 2 days into season • 2 wins for men • Juniors 2 May • Are we the only club that can’t play in town? • We have travel costs for every game • Reminder to other clubs that not everything has to be played in Gloucester Park. There are facilities in Augusta and Cowaramup which may provide development possibilities Note: The Gnarabup Oval was suggested as an alternative playing field however it is only zoned for recreation not for sporting use. • As a committee would have a voice. We could be more pro- active to bring together our growth rates for sports to put credibility behind applications so Council can go into bat for us. Potential state government funding. Provide a record junior and senior growth which can be used to demonstrate the need for additional facilities an funding.

Tracey King suggested that as a committee everyone work together to show how the region is impacted by lack of facilities and funding which can be used to build a case/provide statistics that can be used for future funding opportunities. Action Item: All clubs to provide Junior and Senior participation (growth figures) for last 5 years to the Minute Secretary for collation prior to the next meeting. 8.4.18 Margaret River and Districts Agricultural Society

• Getting the budget and permits organised for the next Show • Car crashed into one of our sheds. The insurance assessors were down last week – LGIS looking at it

8.4.19 Recreation Operations Manager

• KidSport is an amazing program however we have a problem with clubs sending people to front counter at 4.00pm when Norma is due to leave. We will be looking at making people aware of where and when to do registrations • Happy for Norma to administer at the registration day but you need to book it to avoid clashes • Registrations can be done online • Tim Jones and Neil Mattinson had a sit down meeting three weeks ago. Two Presidents sat down together had a conversation about bookings and sorted out issues between themselves. Congratulations

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Mark Heyink suggested that a Sportsman’s Ball or Fun day be organised to bring clubs together for positive interaction. Additional suggestions listed below were discussed:

• Award for Junior Sports Person of the Year • Award for Senior Sports Person of the Year • Only club members may purchase tickets • $50 per ticket be fed into a pool of grant funding for local sports people to access to assist

with national and international representation. Funds can only be accessed by sporting groups who have active members on the SRAC

• A high profile MC for the ball would increase ticket sales • Clubs could be involved in the Friday night tug-of-war at the Show for cash prizes

Action Item: Minute Secretary to provide a list of funding/grants/sponsorships that can be accessed by sporting groups. Action Item: SRAC members to discuss Sportsman’s Ball or Fun day with clubs.

9.0 Matters for which the meeting may be closed (Confidential Items) Nil

10.0 Closure of meeting – 8.38pm

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Minuted history of cricket wicket discussions at Sport and Recreation Advisory Committee Meetings Extract from SRAC minutes 10 December 2010

Extract from SRAC minutes 7 December 2011

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